Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Contract 2020-033A
#2020-33-A AGREEMENT FOR ATHLETIC FIELD AND PARKING LOT LIGHTING — MAINTENANCE AND REPAIR THIS AGREEMENT, is made and entered into this _LL day of M A aC 2020, by and between the CITY OF CLERMONT, FLORIDA, a municipal corporation under the laws of the State of Florida whose address is: 685 W. Montrose Street, Clermont, Florida, (hereinafter referred to as "CITY"), and FLORIDA LIGHTING MAINTENANCE LLC, whose address is: 6341 Porter Rd, Suite 4, Sarasota, FL 34232, (hereinafter referred to as "CONTRACTOR"). WHEREAS, the Hillsborough County Public Schools through the public procurement process awarded an Agreement for athletic field and parking lot lighting — maintenance and repair, Hillsborough County Public Schools Contract Number 19221-MST-KJ; WHEREAS, CITY desires to utilize the above -referenced awarded bid, CONTRACTOR's response thereto and Agreement in accordance with CITY's procurement policy; and WHEREAS, CONTRACTOR desires to enter into a contract with CITY based on the terms and conditions of the Hillsborough County Public Schools Contract Number 19221-MST- KJ; WITNESSETH: That the parties hereto, for the consideration hereinafter set forth, mutually agree as follows: ARTICLE I — SCOPE OF WORK The CONTRACTOR shall furnish athletic field and parking lot — lighting and maintenance as described in the Hillsborough County Public Schools Contract Number 19221-MST- KJ;, which is attached hereto and incorporated herein as Exhibit "A" and shall perform everything required by this Agreement and the other exhibits attached hereto. Provided, however, that nothing herein shall require CITY to purchase or acquire any items or services from CONTRACTOR that is not specified in the CITY's purchase order. To the extent of a conflict between this Agreement and Exhibit "A", the terms and conditions of this Agreement shall prevail and govern. In all instances the CITY purchasing policy, resolutions and ordinances shall apply. ARTICLE II — THE CONTRACT SUM CITY shall pay CONTRACTOR, for the faithful performance of the Agreement as set forth in the Agreement documents and the Unit Price Schedule as set forth in Exhibit `B', attached hereto and incorporated herein. ARTICLE III — TERM AND TERMINATION 1. This Agreement is to become effective upon execution by both parties, and shall remain in effect until January 14, 2021, unless terminated or renewed by the Hillsborough County Public Schools. 2. Notwithstanding any other provision of this Agreement, CITY may, upon written notice to CONTRACTOR, terminate this Agreement: a) without cause and for CITY's convenience upon thirty (30) days written notice to CONTRACTOR b) if CONTRACTOR is adjudged to be bankrupt; c) if CONTRACTOR makes a general assignment for the benefit of its creditors; d) CONTRACTOR fails to comply with any of the conditions of provisions of this Agreement; or e) CONTRACTOR is experiencing a labor dispute, which threatens to have a substantial, adverse impact upon the performance of this Agreement, without prejudice to any other right or remedy CITY may have under this Agreement. In the event of such termination, CITY shall be liable only for the payment of all unpaid charges, determined in accordance with the provisions of this Agreement, for work, properly performed and accepted prior to the effective date of termination. 3. Upon mutual Agreement of the parties, this Agreement may be renewed for four (4) additional 1-year terms. ARTICLE IV — COMMENCEMENT AND COMPLETION OF WORK The CONTRACTOR shall provide all items in the timeframe as reasonably set forth in the applicable purchase order or notice to proceed. ARTICLE V — PAYMENTS In accordance with the provisions fully set forth in the Contract Documents, CONTRACTOR shall submit an invoice to CITY upon completion of the services and delivery of products to CITY as set forth in the applicable purchase order. CITY shall make payment to the CONTRACTOR for all accepted deliveries and undisputed product delivered and services provided, within thirty (30) calendar days of receipt of the invoice. ARTICLE VI — DISPUTE RESOLUTION - MEDIATION Any claim, dispute or other matter in question arising out of or related to this Agreement shall be subject to mediation as a condition precedent to voluntary arbitration or the institution of legal or equitable proceedings by either party. 2. The CITY and CONTRACTOR shall endeavor to resolve claims, disputes and other matters in question between them by mediation. 3. The parties shall share the mediator's fee and any filing fees equally. The mediation shall be held in Clermont, Lake County, Florida, unless another location is mutually agreed upon. Agreements reached in mediation shall be enforceable as settlement Agreements in any court having jurisdiction thereof. OA ARTICLE VII — INSURANCE AND INDEMNIFICATION RIDER 1. Worker's Compensation Insurance - The CONTRACTOR shall take out and maintain during the life of this Agreement, Worker's Compensation Insurance for all its employees connected with the work of this Project and, in case any work is sublet, the CONTRACTOR shall require the subCONTRACTOR similarly to provide Worker's Compensation Insurance for all of the subCONTRACTOR employees unless such employees are covered by the protection afforded by the CONTRACTOR. Such insurance shall comply with the Florida Worker's Compensation Law. In case any class of employees engaged in hazardous work under this Agreement at the site of the Project is not protected under the Worker's Compensation statute, the CONTRACTOR shall provide adequate insurance, satisfactory to the CITY, for the protection of employees not otherwise protected. 2. CONTRACTOR's Commercial General Liability Insurance - The Contactor shall take out and maintain during the life of this Agreement, Commercial General Liability and Business Automobile Liability Insurance as shall protect it from claims for damage for personal injury, including accidental death, as well as claims for property damages which may arise from operating under this Agreement whether such operations are by itself or by anyone directly or indirectly employed by it, and the amount of such insurance shall be minimum limits as follows: (a) CONTRACTOR's Commercial General, $1,000,000 Each, ($2,000,000 aggregate). Liability Coverages, Bodily Injury Occurrence, & Property Damage Combined Single Limit; (b) Automobile Liability Coverages, $1,000,000 Each, Bodily Injury & Property Damage Occurrence, Combined Single Limit; Insurance clause for both COMMERCIAL GENERAL AND AUTOMOBILE BODILY INJURY AND PROPERTY DAMAGE shall be amended to provide coverage on an occurrence basis. 3. SubCONTRACTOR's Commercial General Liability Insurance - The CONTRACTOR shall require each of his subCONTRACTORs to procure and maintain during the life of its subcontract, insurance of the type specified similar to above per their scope of work and what is required with their contract with CONTRACTOR. 4. Indemnification Rider (a) To the fullest extent permitted by law, the CONTRACTOR shall indemnify and hold harmless the CITY its agents and its employees from and against all claims, damages, losses and expenses, including but not limited to reasonable attorney's fees, arising out of or resulting from its performance of the Work, provided that any such claim, 3 damage, loss or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property (other than the Work itself) , and (2) is caused in whole or in part by any negligent act or omission of the CONTRACTOR, any subCONTRACTOR, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not such acts are caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right to obligation of indemnity which would otherwise exist as to any party or person described in this Article; however, this indemnification does not include sole acts of negligence, damage or losses caused by the CITY and its other contractors. (b) In any and all claims against the CITY or any of its agents or employees by any employee of the CONTRACTOR, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, the indemnification obligations under this Paragraph shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the CONTRACTOR or any subcontractor under workers' or workmen's compensation acts, disability benefit acts or other employee benefit acts. (c) The CONTRACTOR hereby acknowledges receipt of ten dollars and other good and valuable consideration from the CITY for the indemnification provided herein. ARTICLE VIII — NOTICES All notices shall be in writing and sent by United States mail, certified or registered, with return receipt requested and postage prepaid, or by nationally recognized overnight courier service to the address of the party set forth below. Any such notice shall be deemed given when received by the party to whom it is intended. CONTRACTOR: Florida Lighting Maintenance, LLC 6341 Porter Road, Suite 4 Sarasota, FL 34232 Attn: David Schoenfeld CITY: City of Clermont Attn: Darren Gray, City Manager 685 W. Montrose Street Clermont, FL 34711 4 ARTICLE IX — MISCELLANEOUS 1. Attorneys' Fees. In the event a suit or action is instituted to enforce or interpret any provision of this Agreement, the prevailing party shall be entitled to recover such sum as the Court may adjudge reasonable as attorneys' fees at trial or on any appeal, in addition to all other sums provided by law. 2. Waiver. The waiver by city of breach of any provision of this Agreement shall not be construed or operate as a waiver of any subsequent breach of such provision or of such provision itself and shall in no way affect the enforcement of any other provisions of this Agreement. 3. Severability. If any provision of this Agreement or the application thereof to any person or circumstance is to any extent invalid or unenforceable, such provision, or part thereof, shall be deleted or modified in such a manner as to make the Agreement valid and enforceable under applicable law, the remainder of this Agreement and the application of such a provision to other persons or circumstances shall be unaffected, and this Agreement shall be valid and enforceable to the fullest extent permitted by applicable law. 4. Amendment. Except for as otherwise provided herein, this Agreement may not be modified or amended except by an Agreement in writing signed by both parties. 5. Entire Agreement. This Agreement including the documents incorporated by reference contains the entire understanding of the parties hereto and supersedes all prior and contemporaneous Agreements between the parties with respect to the performance of services by CONTRACTOR. 6. Assigm ent. Except in the event of merger, consolidation, or other change of control pursuant to the sale of all or substantially all of either party's assets, this Agreement is personal to the parties hereto and may not be assigned by CONTRACTOR, in whole or in part, without the prior written consent of city. 7. Venue. The parties agree that the sole and exclusive venue for any cause of action arising out of this Agreement shall be Lake County, Florida. 8. Applicable Law. This Agreement and any amendments hereto are executed and delivered in the State of Florida and shall be governed, interpreted, construed and enforced in accordance with the laws of the State of Florida. 9. Public Records. Contractor expressly understands records associated with this project are public records and agrees to comply with Florida's Public Records law, to include, to: (a) Keep and maintain public records that ordinarily and necessarily would be required by the CITY in order to perform the services contemplated herein. 5 (b) Provide the public with access to public records on the same terms and conditions that the CITY would provide the records and at a cost that does not exceed the cost provided in this Florida's Public Records law or as otherwise provided by law. (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law. (d) Meet all requirements for retaining public records and transfer, at no cost, to the CITY all public records in possession of CONTRACTOR upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. CONTRACTOR shall use reasonable efforts to provide all records stored electronically to the CITY in a format that is compatible with the information technology systems of the CITY. (e) IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTRACTOR SHALL CONTACT THE CITY'S CUSTODIAN OF PUBLIC RECORDS AT CITY CLERK'S OFFICE, (352) 241-7331. ARTICLE X — AGREEMENT DOCUMENTS The Agreement Documents, as listed below are herein made fully a part of this Agreement as if herein repeated. Document Precedence: 1. This Agreement 2. Purchase Order/Notice to Proceed 3. An applicable Contractor Quote or Statement of Work 4. All documents contained in the Hillsborough County Public Schools Contract Number 19221-MST-KJ 0 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this day of /A A P r d . 2020. Attest: �$ .l Tracy Ackroyd Howe, City Clerk Florida Lighting Maintenance, LLC By: I�- e Printed or Typed) Title "Dk Rty5 1� 8 25Lrk-M \5 (Name Printed or Typed) SCVOCAN-C-a 7 EXHIBIT A 4. SPECIAL CONDITIONS THE REMAINDER OF THIS COMPETITIVE SOLICITATION MUST ACCOMPANY YOUR BID Florida Lighting Maintenance 6341 Porter Road, Suite 4 Sarasota, Florida 34232 19221-MST-KJ Athletic Field and Parking Lot — Maintenance and Repair Bid Due Date: November 21, 2019 at 3:00 p.m. Hillsborough County Public Schools Attn: KimberleyJordan 901 East Kennedy Boulevard Tampa, Florida 33602 4.1 ESTIMATED BUDGET For the purposes of calculating the amount of a protest bond, the Contract is valued at approximately $104,000.00 for the initial term. This is only an estimate and the actual amount may vary. HOPS will not be responsible if actual purchases are less than this amount. See protest section for additional information. 4.2 CONTRACT TERM/OPTION TO RENEW The initial term of the Contract shall be for a period of one (1) year(s) following approval by The School Board of Hillsborough County, Florida and as stated on an HCPS Award Letter. 4.2.1 Renewals: HCPS may renew this Contract four (4) additional one (1)-year periods provided all terms and conditlons remain unchanged and in full force and effect. 4.2.2 Unilateral Renewal: Should the Contractor request not to renew this Contract at the end of the Contract period, It is understood and agreed that HCPS may unilaterally renew the Contract, for a period not to exceed 90 days, under the same prices, terms, conditions, and specifications governing the Contract 4.2.3 Mutual Renewal: HCPS shall, if choosing to renew, provide a renewal letter, no sooner than 120 days prior to expiration of the Contract. This option to renew requires agreement. Refusal by either party to exercise this option to renew will allow the Contract to expire on the original or on a mutually agreed written date. 4.2.4 Emergency Mutual Renewal: Upon agreement, HCPS and Contractor may renew the Contract beyond the above -stated renewal periods, not to exceed 180 days. Hillsborough County Publlc Schools Page 21 of 48 19221-MST-KJ Athletic Field and Parking Lot - Maintenance and Repair 4.3 CONTACT INFORMATION & CERTIFICATION Bidder must supply the information listed below for consideration. In case of dispute or if further clarification becomes necessary, please indicate your representative's contact information. The GM shall serve as the HCPS representative. LOCAL CONTACT INFORMATION David Schoenfeld, President Local Contact/Account Representative Name and Title 6341 Porter Road, Suite 4 Sarasota, FL 34232 Local Address (941) 342-8980 Phone Number David@FloridaLighti Email Address of Owner or Authorized Officer CORPORATE INFORMATION Not Applicable Representative's Name Company Name Principal Place of Business Address Remit -To Address (if different from above) (941) 504-2830 Cell Phone Number ance.com Preferred method to receive PO ® US Mail ❑ Fax ( ) 81-2039431 FEIN or SS# Fax Number Telephone Number ❑ Corporation ❑ Sole Proprietor ® Limited Liability Corp. ❑ Other Is vendor Workers' Compensation Exempt? No ❑ If Yes, attach proof of exemption ❑Yes 0No Is your company registered as an SBE with the HCPS Office of Supplier Diversity? ❑Yes Mo Is your company M/SBE certified with any of the following agencies: • City of Tampa - https://www.tampagov.net/minority-business-development • FL. Statewide & Inter -Local Certification - https:/Iwww.tampagov.net/minority-business-development • Hillsborough County - https://www.hillsborouehcounty.org/en/businesses/doine-business-with- hillsboroush/minorities-and-women • Florida State Minority Supplier Development Council - http://www.fsmsdc.org/mbe.Php#new-ann • City of St. Petersburg - http://www.stpete.ors/assistance/small business enterprise program.php Hillsborough County Public Schools 19221-MST-K) Athletic Field and Parking Lot - Maintenance and Repair Page 22 of 48 5. SCOPE OF WORK Hillsborough County Public Schools, hereafter referred to as the "District" or "HOPS", is seeking bids from qualified Bidders interested In providing the commodities and contractual services referenced herein. All specifications in this solicitation are designed to enable a Contractorto satisfy a requirement for a product, material, process, or service. A specification may be expressed as a standard, a part of a standard, or Independent of a standard. No specification is intended to unnecessarily limit competition by eliminating items capable of satisfactorily meeting HCPS, actual needs and preferences. The fact that a manufacturer or supplier chooses not to produce or supply equipment, supplies, or services to meet these specifications will not be considered enough cause to adjudge these specifications as restrictive. HCPS reserves the right to change the number of schools during the contract period. The Bidder agrees to service any HCPS location at the same rate/cost bid herein. The Contractor agrees to furnish and pay for all management, supervision, financing, labor, materials, tools, fuel, supplies, utilities, equipment, and services of every kind and type necessary to diligently, timely, and fully perform and complete in a good workmanlike manner the commodities and contractual services required by the Contract. For repair requirements and projects over $5,000 in total cost, HCPS may elect to use this contract, but reserves the right to obtain competitive quotes for requirements exceeding this amount. 5.1 PURPOSE 5.1.1 Tasks: This bid shall be awarded per defined "Maintenance Area" (see below), to the lowest, responsive and responsible Bidder per "Maintenance Area", who best meets the terms and conditions of the Bid or is deemed in HCPS best interest. A Bidder my bid on all "Maintenance Areas", one "maintenance Area" or any combination of "Maintenance Areas One, Two or Three" as described in Attachment B. Bidders may not split a "Maintenance Area" or bid on less that the total listing of facilities and schools for each "Maintenance Area." HCPS reserves the right to change the number of schools within any "Maintenance Area" during the contract period. Any additional schools shall be serviced at the same rate/cost bid herein. The "Maintenance Areas" divided, as follows: AREA 1— West: North to Pasco County Line, West to Pinellas County Line, South to MacDill AFB and East of 1-275 and South to Davis Islands. Area normally defined by Drew Park, Citrus Park, MacDill Air Force Base, Downtown, Keystone and Lutz. AREA 2 — Central: North to Pasco County Line, West to 1-275, South to Gibsonton Drive and East to US 301. Area normally defined by Temple Terrace,.Tampa Palms, Palm River, parts of Gibsonton and University of South Florida. AREA 3 -- East: North to Pasco County Line, West to US 301, South to Manatee County Line and East Polk County Line. Area normally defined by Plant city, Ruskin, Wimauma, Seffner, Riverview, Thonotosassa, Sun City Center, Boyette, Valrico, Durant, Mango, and parts of Brandon. 5.1.2 Changes in Scope of Work: HCPS may order changes In the products or services consisting of additions, deletions, or other revisions within the general scope of the solicitation. Unless accepted by a mutually signed written amendment, Contractor may make no changes related to the scope of the project, amount of compensation, or any other adjustments to the Contract. • If the Contractor believes that artiy commodities or contractual services is not within the scope of work of the Contract, is a material change, or will otherwise require more compensation to Contractor, the Contractor must immediately notify the GM in writing of this belief. If the GM agrees that the commodity or contractual service is within the contract's scope, as written, Contractor shall continue providing the commodities and contractual services as changed and at the cost stated for the product or service within the scope. The Contractor must assert its right to an adjustment under this clause within 30 days from the date of receipt of the written order. • The GM reserves the right to negotiate with Contractor without completing the competitive bidding process for materials, products, and/or services similar in nature to those specified within the solicitation for which requirements were not known when the solicitation was released. Hillsborough County Public Schools .� Page 23 of 48 19221-MST KI Athletic Field and Parking Lot- Maintenance and Repair 5.2 MINIMUM QUALIFICATIONS With the Bid, the Bidder must provide all the below documentation. Failure to provide said documentation is cause for HCPS to deem the bid as non -responsible and will not be evaluated. Additionally, HCPS reserves the right to request documentation at any time during the contracted period. 5.2.1 Bankruptcy/Insolvency: At the time of bid submittal, the Contractor shall not be In the process of or engaged in any type of proceedings in Insolvency or bankruptcy, either voluntary or involuntary, or receivership proceedings. If the Contractor is awarded a contract for six (6) months or longer, and files for bankruptcy, insolvency or receivership, HCPS may, at its option, terminate and cancel said contract, in which event all rights hereunder shall immediately cease and terminate. 5.2.2 Experience: The Bidder shall have been in the provision of the required commodities and contractual services herein for a minimum of three (3) years and shall provide proof along with the Bid (including but not limited to articles of Incorporation, business tax receipts...). Failure to provide said proof may be grounds for rejection of Bid. Bidders must prove validity of the stated documents to be in effect at the time of Bid opening. HCPS will not award on assumptions that a granting of a license will occur at a future date. The Bidder must provide written evidence that it maintains a permanent place of business and have adequate equipment, finances, and personnel to furnish the commodities and contractual services offered satisfactorily and expeditiously. 5.2.3 State of Fiorida License: Bidders who are required to be registered with the Florida Department of State, Division of Corporations or who are incorporated within the State of Florida must furnish their Florida document number, and a screen shot of their "active" status. All registered respondents must have an active status to be eligible to do business with the School Board. Bidders doing business under a fictitious name must submit their offer using the company's complete registered legal name. To register with the State of Florida, visit: wWw.Sunbiz.org. • Licenses/Permits/Business Tax: The Bidder must provide proof that it is in possession of and is current with all applicable business/occupational licenses, business taxes, and obtain to obtain all applicable permits, whether Municipal, County, State, or Federally, required for the provision of the Contractor's obligations and functions hereunder upon the Bid's due date. Failure to adhere to this paragraph or provide any necessary licenses or qualifications to lawfully provide the required commodities and contractual services shall be cause for rejection of bid, Contract default, or, if not specifically stated in this solicitation, shall be cause for immediate termination and further sanctions. Bidder shall be a Florida Licensed Electrical Vendor (EC or ER) and submit a current copy of license with bid submittal. 5.2.4 The Jessica Lunsford Act (JLA): Pursuant to ss.1012.465 and 1012.467, Florida Statutes, the "Jessica Lunsford Act", all contractors meeting any of the three (3) criteria, (1) be at school when students are present, or (]I) have direct contact with students, or (III) have access to or control of school funds must be Level II fingerprinted and Florida. Department of Law Enforcement (FDLE)/Federal Bureau of Investigations (FBI) screened bythe HCPS Professional Standards Department. Those Contractor's employees will be required to have the statewide JLA badge and the HCPS yellow badge to access HCPS sites. Site personnel will deny access to all Contractors violating this requirement. More information is available at www.sdhc.kl2.fl.us/doc/164/procurement-'la.The only applicable exception is the "six-foot fence" rule where the Contractor shall perform work, and always remain, In an area separated from students by a chain link fence that is at least six (6) feet high. 5.2.5 Litigation: Bidders shall submit details of all litigation, arbitration, or other claims, whether pending or resolved in the last five (5) years, except for Immaterial claims which are defined herein as claims with a possible value of less than $25,000.00 or which have been resolved for less than $25,000.00. Notwithstanding the foregoing, all litigation, arbitration or other claims, of any amount, asserted by or against a state, city, county, town, School Board, political subdivision of a state, special district or any other governmental entity shall be disclosed. Please indicate for each case the year, name of parties, cause of litigation, matter in dispute, disputed amount, and whether the award was for or against the Bidder. Hillsborough County Public Schools Page 24 of 48 19221-MST-Ki Athletic Field and Parking Lot - Maintenance and Repair 5.2.6 Proof of Insurance: The Bidder may provide with the Bid a copy of any policy evidencing the insurance coverages and limits required by the solicitation. However, it does not constitute approval or agreement by HCPS that the insurance requirements have been satisfied or that the insurance policies shown on the Certificates of Insurance follow the requirements of the solicitation. AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS COMPANY COMPLIES FULLY WITH THE REQUIREMENTS IN THIS MINIMUM QUALIFICATIONS SECTION. President ignature Title David Schoenfeld 11/19/19 Print Name Date 5.3 NECESSARY RESOURCES Bidders are being asked to not use JLG equipment on HCPS property. All newer "MUSCO" systems under warranty will not be part of this bid. This bid excludes the repair and maintenance of existing district parking garages, or exterior lighting under 20 feet. Bidders must own at a minimum the following equipment: Aerial bucket truck up to 120 ft. capacity either a Man Lift, Scissor Lift or Towable Boom Lift with platform capability up to 30 feet. Rental equipment or items for special circumstances or "tools of the trade" will not be reimbursed. Vendor shall be in possession of all equipment to deliver, unload and install product at any site or location. • Vendor will be capable of replacing rusted/damaged rigid conduit installed on towers with aluminum rigid conduit. Vendor will use proper fasteners as required to secure conduit to towers (tie wire is not acceptable). • Vendor will be capable of replacing existing 5.0. cords, Sealtight© and weatherproof junctions boxes on top of poles that have been damaged by birds or the elements. • Vendor will leave all defective parts on site in a specified location for inspection by the Project Coordinator or designee. + Vendor will remove and dispose of all debris after inspection by the Project Coordinator or designee, with the exception of lamps, which will be disposed of by the District. • Upon award, vendor will be issued an open ended purchase order to be used for emergency repairs and smaller projects. Vendor will receive a work order number from the Maintenance representative detailing the scope of work and project location. Vendor will reference the work order number and purchase order number on all invoices associated with these specified projects. Separate purchase orders will be issued for larger individual projects as determined by Maintenance and/or Sites and Utilities department. 5.4 DELIVERABLES Delivery is called for only between the hours of 8:00 a.m. and 3:00 p.m. Monday through Friday, excluding Hillsborough County Public Schools holidays, unless otherwise specified. 5.4.1 Delivery Date: the Vendor shall guarantee HCPS delivery of all items contained herein by the "delivery date" indicated by subsequent Purchase Orders. Failure to perform delivery within this time shall be deemed to be goods or services delinquent and may result in liquidated damages of one percent (1%) of the price of such delinquent goods for each ten (10) calendar days of delinquency. Assessment of such liquidated damages may be applied to any sums owing said vendor. Assessment of said liquidated damages shall be at the sole discretion of HCPS and administrated by the General Manager, Procurement. This liquidated damages shall be in addition to other conditions cited herein. Hillsborough County Public Schools Page 25 of 48 19221-MST-KJ Athletic Field and Parking Lot - Maintenance and Repair 5.4.2 Inside Delivery: Vendor is required to provide Inside delivery for all units ordered from this bid. HCPS defines inside delivery as unloaded from carrier's vehicle and set inside the designated facility but not to exceed 300 feet from entrance point or on a different floor level than entrance point. 5.4.3 Shipping and Marketing: The Vendor will be required to mark all shipments with the HCPS purchase order number clearly visible on the exterior of each container. The Vendor shall include a packing list with each shipment, listing the purchase order number, part number, and description, quantity ordered, quantity shipped, and quantity back ordered. 5.4.4 Return Agreement: the Vendor shall agree to accept, for full credit and return shipping charges, the return of any defective item received (whether defective in workmanship, inferior quality or in defective packaging) which is unusable for its intended purpose. 5.4.5 F.O.B. Destination: Inspection and acceptance will be F.O.B. Destination unless otherwise provided. Title to/or risk of loss or damage to all Items shall be the responsibility of the Vendor until acceptance by the buyer. If the materials or services supplied to HCPS'are defective or do not conform to specifications, HCPS reserves the right to cancel the order upon written notice to the seller. Product returns shall beat the Vendor's expense. 5.5 QUALITY OF SERVICES HCPS will periodically inspect work completed or in process to ensure compliance with the requirements of this Agreement. Should it be found that the requirements specified herein are not being satisfactorily maintained, the Vendor shall be contacted to correct any discrepancies, inconsistencies, or faults immediately at no additional cost to HCPS. A second discrepancy notice shall serve, as notification that any future discrepancies, inconsistencies, or items not meeting specifications contained herein will result in terminations of the Vendor's right to proceed further with this Agreement. The Vendor and its sureties may be liable to HCPS for any additional costs incurred by HCPS to complete this Agreement. Henceforth, the Vendor shall be In default and the Agreement subject to termination and further sanctions. This bid shall be awarded per defined "Maintenance Area", to the lowest, responsive and responsible Bidder per "Maintenance Area" as described In section 5.1.1, who best meet the terms and conditions of the Bid or is deemed In HCPS best Interest. 5.5.1 General -Athletic Field Lighting: Vendor must have immediate access to all equipment, tools and personnel necessary to perform all functions of electrical repairs, maintenance and installations the job may require. This includes, but is not limited to, bucket and aerial trucks and interior lifts to perform required work. • Vendor will own bucket trucks capable of reaching 120, 65 and 30 feet. Bucket trucks must be maintained and safe to use on district sites and have the capability to drive on state, county and/or city roadways. HCPS will not pay fees or be billed for any equipment owned by vendor. • Vendor will. protect all existing and newly installed work, materials, equipment, improvements, utilities, structures and vegetation at all times during the course of work performed underthis contract. Adequate barricades shall be erected and maintained all around areas where equipment and materials are stored and used. Any property damage by the Vendor or his representatives during the curse of this contract will be repaired or replaced to the satisfaction of HCPS. 5.5.2 Specific -Athletic Field Lighting: Vendor will have ownership of lift/bucket truck capable of reaching required heights up to 120 feet. • Vendor shall provide all labor and materials, including but not limited to lamps, ballasts, light fixtures, conduit, boxes, wire, cables, hardware, etc., necessary for the complete installation and maintenance of light poles and towers. • The vendor will not drive heavy equipment on newly resurfaced or rubberized running tracks. On older running tracks, written permission from the Sites and Utilities department must be obtained before operating any equipment on district tracks. HII Isborough County Public Schools Page 26 of 48 19221-MST-KJ Athletic Field and Parking Lot - Maintenance and Repair 5.5.3 General -Parking Lot Lighting: Vendor must have Immediate access to all equipment, tools and personnel necessary to perform all functions of electrical repairs, maintenance and installations the job may require. This includes, but is not limited to, bucket and aerial trucks and interior lifts to perform required work. • Vendor will own bucket trucks capable of reaching 120, 65, and 30 feet. The bucket trucks must be maintained and safe to use on district sites and have the capability do drive on state, county and/or city roadways. • Vendor will protect all existing and newly Installed work, materials, equipment, Improvements, utilities, structures, and vegetation at all times during the course of work performed under this contract. Adequate barricades shall be erected and maintained all around areas where equipment and materials are stored and used. ' Any property damaged by the Vendor or his representative during the course of this contract will be repaired or replaced to the satisfaction of HCPS. 5.5.4 Specific -Parking Lot Lighting: Vendor shall address all electrical requirements in accordance with most current NEC regulations and HCPS policies. • Work Included in this portion of the bid will include, but not be limited to: replace lighting contactors and timers. Timers will be the District specified Intermatic Astronomic Electronic Time Switch ET800 series. • Vendor will own equipment (bucket trucks) capable of reaching lights up to 55' high for parking lot work. • Vendor will provide a worker's hourly fee. For all materials, Bidder(s) will only be allowed to charge a maximum price of cost plus ten percent for all lights, bulbs, fixtures, etc. and rental items not included in the hourly rate. Minor consurnables or items listed underthe hourly rate are not eligible for reimbursement or percentage markup. The cost for these items will be included in the hourly rates defined on the Bid Response Form. Any discounts offered in the Bidder(s) response will remain firm for the term of the contract. • Vendor will be expected to schedule assigned work to not Interfere with normal school arrival and dismissal times. The Vendor will be expected to troubleshoot electrical systems trouble during normal Maintenance working hours. Bucket truck work will be scheduled for after school hours when the parking area is clear. At no time will the vendor requires the site administrator to move staff vehicles during normal school hours. Bucket truck work will be scheduled to not Inconvenience site staff. Aerial work is to be scheduled during after school hours and will not be considered overtime unless a health, life and safety situation exists. 5.5.5 Photos: Priorto the process of any work beginning, date stamped pictures showing the structure (facility, building, grounds, utilities, parking lot, athletic fields, playgrounds, grass/sod areas, sidewalks, etc.) noted on the Purchase Order must be taken and maintained by the vendor. Prior to the process of any work beginning, vendor shall email HCPS Department or their designee as to condition of the site structure (facility, building, grounds, utilities, parking lot athletic fields, playgrounds, grass/sod areas, sidewalks, etc.) noted on the Purchase Order detailing any areas of concerns, pre-existing conditions or damage. All date stamped photos must be detailed in nature so as to provide proof of the integrity of the structure (facility, building, grounds, utilities, parking lot, athletic fields, playgrounds, grass/sod areas, sidewalks, etc.), before, during and after completion showing the stages of the work/repairs indicating any pre-existing or post completion damage on or within the facility. Damage includes, but is not limited to, the exterior of any adjacent buildings, sidewalks, concrete or other, walkways, concrete or other, concrete foundations, parking lots or paved areas, lawns, fields or playground areas. All photos must be submitted to the HCPS Department email or their designee at time of invoicing, along with sign in / out sheets and Invoice backup for any material or equipment. 5.5.6 Communications: The Vendor must provide a means to receive direct communications from HCPS 24 hours per day, 7 days per week. Contact means shall be by phone ore -mall. Upon issuance, the Vendor shall provide the Procurement Officer copies of all written communications between it and any HCPS school/site. Hillsborough County Public Schools Page 27 of 48� 19221-MST-KJ Athletic Field and Parking Lot - Maintenance and Repair S.S.7 Service Response: HCPS required delivery and performance times, for materials and services to be provided under this contract, are described below. In the event that work does not commence or is not completed by the time lines established herein, HCPS reserves the right to terminate the order and issue and order to another Vendor. Priority 1: Vendor shall be on site to repair within 4 hours of notification and shall work continuously until the repair is completed. Projects typically include electrical system failures that result in the non -availability of essential facilities. Priority 2: Repaired and serviced restored by 5:00 p.m. on the 10t' business day following issuance of the repair order by HCPS. Projects typically include outage of a non -essential nature, Le., repair of an exterior light, or an outlet repair where other outlets are working in the vicinity. Priority 3: Repaired and service restored by 5:00 p.m. on the 15"' business day following issuance of the repair order by HCPS. Projects typically include new Installations. Failure to commence or complete work in accordance with the specified timeline is cause for HCPS to cancel the PO and re -issue a PO to an alternate source. Such repeated failures shall constitute default and will be grounds for termination of any contract based on this bid. Utilize Attachment: for sign-in/sign-out sheet information. (Attachment C) Service is called for only between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday, excluding HCPS holidays, unless otherwise specified. Contractor shall schedule assigned work to NOT interfere with normal school arrival and dismissal times. Contractor must confirm arrival and dismissal times for each site assigned. Contractor may elect to perform work after standard working hours and incur any additional expenses based upon convenience and availability to the work location. This schedule Is applicable when approved by the HCPS representative authorizing the work. HCPS shall not pay premium or overtime fees. Overtime Rates may apply to services outside standard HCPS scheduled maintenance working hours if the HCPS project coordinator provides written authorization. Overtime work will normally only apply when health, life and safety concerns dictate rapid response. Emergency repairs and maintenance are defined as those Items necessary to continue the instructional process and/or maintain a safe operational environment, the loss of which would create a situation that would adversely and unduly affect the safety, health, or comfort forthe occupants, or otherwise cause loss to HCPS. HCPS may require the Contractor to perform emergency repairs at times other than normal working hours and shall be available on a 24-hour basis, weekends and holidays included. The Contractor must respond within two (2) hours to all requests for emergency service. Failure to respond to a service call, within the designated time, may be considered valid cause for termination of this contract. HCPS reserves the right to contact an alternate source for services if the Contractor cannot comply with this requirement. Contractor must complete repairs within the timeframes established. If delays are not the Contractor's responsibility, HCPS may grant an extension to the work completion time. When work cannot be completed due to a school function, the Contractor shall reschedule a time with HCPS project coordinator and school officials. Any delay of scheduled work must be reported to the project coordinator and site administrator within 24 hours of the delay. HCPS will not pay for travel time to and from the work site or any travel made during lunch breaks. HCPS will not pay any premium for weekends or holidays. The Contractor will be paid for actual worked performed as evidenced by the sign-in/sign out sheets. Re -inspections or post Inspections are to be completed within three (3) business days of contact by the Maintenance Department. If repairs are found to not have corrected, as instructed by the inspection report, the Contractor will have 24 hours to return to the facility to repair or correct any such deficiencies as per the inspection report. Repairs that were initially not done properly and must be readdressed will be done so at NO CHARGE to HCPS or the facility. However, if the re -inspection or post inspection uncovers or determines additional work must be completed to bring the facility up to code, the repair vendor will be paid accordingly based on time and materials as reported to the Hillsborough County Public Schools Page 28 of 48 19221-MST-KJ Athletic Field and Parking Lot - Maintenance and Repair Maintenance Department and supported by the hourly verification report and proper documentation for the materials used. 5.5.8 Work Order (WO): The Vendor must secure authorization from HCPS to begin work on requests that are expected to exceed eight (8) hours labor and/or materials that exceed $500 in total cost. The Vendor must also obtain approval to proceed prior to exceeding these limits, on work initially expected to be completed within these established lim Its. 5.5.9 Warranty: The Vendor warrants that goods or services supplied hereunder will be of good workmanship and of proper materials, free from defects and in accordance with specifications. If the vendor knows of the purchaser's intended use, the vendor warrants that the goods or services are suitable for that intended use. The minimum warranty on product shall be one (1) year. Vendor shall warranty and guarantee all goods and services for a period of one (1) year from the date of acceptance. Vendor shall be obligated to repair or replace any and all defects in material or workmanship which are discovered or exist during said one (1) year period. • All labor, products and transportation shall be at Vendor's expense. • Labor shall have a warranty of one (1) year from the date of completion. Rework for incomplete, insufficient or failed work under a current warranty shall be at no cost to HCPS. A "No Charge" Invoice shall be submitted on all warranty repairs detailing the any and all product replaced including dimensions and quantity in writing. • Vendor's) shall respond to all warranty requests within twenty-four (24) hours of notification. • Repeated failure to meet established inspection and repair timeframes will be considered unsatisfactory under the terms of this contract. Excessive instances of unsatisfactory service shall be cause for default. • Effective date on all warranties shall begin at time of complete installation and acceptance by HCPS. • Vendor's warranty repairs must be accomplished within the timeframes established above. 5.5.10 Safety Requirements: Contractor understands all work described in this bid shall be done with the least inconvenience to HCPS property. Amount of time that normal operations are interrupted must be kept to an absolute minimum and coordinated with HCPS project coordinator. Vendor will be expected to schedule assigned work to not interfere with normal school arrival and dismissal times. All work must meet safety requirements for pedestrian and vehicular traffic and must be left in a clean and orderly manner. All areas and/or property that is damaged while work is under way shall be restored as found by the contractor priorto completion of work and to the satisfaction of HCPS. Vendor will protect all existing and newly installed work, materials, equipment, improvements, utilities, structures, and vegetation at all times during the course of work performed under this contract. Adequate barricades shall be erected and maintained all around areas where equipment and materials are stored and used. Any property damaged by the Vendor or his representatives during the course of this contract will be repaired or replaced to the satisfaction. It will be the sole responsibility of the Contractor to dispose of all construction debris at an authorized landf J and all incurred costs shall be borne by the Contractor. Material cleared from site and disposed on adjacent or nearby property will not be considered as having been disposed of properly. The use of HCPS dumpsters is prohibited. Project is not completed until damages incurred, if any, have been repaired and site is cleaned to the satisfaction of HCPS. 5.5.11 SPECIAL NOTE: If concerns are raised about excessive wet conditions on athletic fields, the vendor is directed to contact the appropriate maintenance department and the Sites and Utilities department for recommendations prior to work commencing. The vendor must show reasonable attempt to avoid damage to the district property under all conditions. Vendor will accept all responsibilities and take great care and will avoid driving heavy equipment on outfields of baseball and softball fields. At no time will the vendor drive on baseball or softball infields. Hillsborough County Public Schools Page 29 of 48 19221-MST-KJ Athletic Field and Parking Lot - Maintenance and Repair 5.6 INSURANCE REQUIREMENTS Insurance requirements for HCPS vary based on the type of service, risk, and contract amount. The Contractor shall submit the Insurance requirements as stated below to HCPS Procurement Services prior to performance of described commodities and contractual services in the contract. • The Risk Management and Safety Office is ultimately responsible for the selection and approval of the insurance requirements for all HCPS contracts. • Insurance carrier(s) must have a minimum A.M. Best Financial Rating of A-. • Waiver of Subrogation must be in place. • Certificate of Insurance must be received prior to commencement of work. 5.6.1 ❑ Indemnity and Hold Harmless: If the Contractor's services do not require Jessica Lunsford Act badges (see section 6.1), or access to HCPS computer servers, and the Provider is willing to sign and notarize the HCPS Indemnity and Hold Harmless Form, available upon request, as originated by the Safety and Risk Management Department and distributed and receipt recorded by Procurement Services, in lieu of the stated insurance requirements, below, HCPS deems the Provider to be a minimal risk of liability while on campus. THE CONTRACTOR'S FAILURE TO PROVIDE THE SIGNED AND NOTARIZED INDEMNITY AND HOLD HARMLESS FORM SHALL REQUIRE THE CONTRACTOR TO COMPLY WITH THE INSURANCE REQUIREMENTS IN PARAGRAPHS BELOW PRIOR TO PROVISION OF THE APPROVED SERVICES. 5.6.2 Workers' Compensation and Employers' Liability: The Contractor must comply with all requirements of the State of Florida Division of Workers' Compensation. The Workers Compensation insurance coverage (inclusive of any amount provided by an umbrella or excess policy) shall be as required by s. 440, F.S. Coverage shall be for all its employees connected with the services of the contract. Unless insured by the Contractor, the Contractor shall require its subcontractors similarly to provide Workers' Compensation Insurance for all subcontractor employees. THE CONTRACTOR, IF EXEMPT BY THE STATE OF FLORIDA, MUST PROVIDE PROOF OF EXEMPTION (UNLESS A SOLE PROPRIETOR OR PARTNERSHIP). Employers' Liability/Accident: $100,000 Disease Policy. Limit: $500,000 Disease Each Employee: $100,000 5.6.3 ® Commercial/General Liability Insurance (Occurrence Form Only): If box is checked, the Contractor must submit a certificate of insurance for Contractors/Subcontractors showing: rTWE CONTRACTOR--- MUST LIST: "HILISBOROUGH COUNTY PUBLIC SCHOOLS, 901 E. KENNEDY BLVD., TAMPA, FL 33602 AS "CERTIFICATE HOLDER" AND "ADDITIONAL INSURED" ON THE SUBMITTED INSURANCE CERTIFICATE." Less than $1 million } Over $1 million General Aggregate _..._. _..- ... __.____...----...... _..._ ._ . $1,000,000 I $2 000 000 i Each Occurrence $500,000_$1,000 000 Products/Completed Operations Aggregate $500,000 $11000100 5.6.4 ® Business Automobile Liability Insurance (occurrence Form Only): A Contractor who utilizes automobiles that stay on public roads and parking lots only need to have insurance as required by the State of Florida to operate on public roadways. Automobile operation anywhere else on hcps property requires the below listed insurance. This coverage shall be an "Any Auto" form policy. AUTOMOBILES THAT STAY ON PUBLIC ROADS AND PARKING LOTS ONLY NEED TO HAVE INSURANCE AS REQUIRED BY THE STATE OF FLORIDA TO OPERATE ON PUBLIC ROADWAYS. AUTOMOBILE OPERATION ANYWHERE ELSE ON HCPS PROPERTY REQUIRES THE ABOVE LISTED INSURANCE. AUTOMOBILE LIABILITY: OCCURRENCE FORM ONLY: NOTTRANSPORTING TRANSPORTING _ STUDENTS/EMPLOYEES STUDENTS/EMPLOYEES Bodily Injury [per person/per accident] $500,000 $1,000,000 Personal Injury Protection (No Fault) $10,000 $10,000 Property Damage $500,000 $1,000,000 Hillsborough County Public Schools Page 30 of 48 19221-MST-KJ Athletic Field and Parking Lot - Maintenance and Repair Hired — Non -Owned Liability $500,000 $1,000,000 Medical Payments $5,000 $5,000 Combined Single Limit [in lieu of above split limits] $1,000,000 $5,000,00 THE SCHOOL DISTRICT OF HILLSBOROUGH COUNTY, FLORIDA, 901 E. KENNEDY BLVD., TAMPA, FL 33602, AS "CERTIFICATE HOLDER" AND "ADDITIONAL INSURED." 5.6.5 Additional Insurance (If Applicable): If box is checked, below, the following apply: ❑ Professional Liability and/or Errors and Omissions Liability Insurance: Claims made Professional (E&O) Liability must be afforded for: $1,000,000 Bodily Injury; $1,000,000 Property Damage; and $1,000,000 Policy Aggregate. ❑ Pollution Liability: Occurrence or Claims Made Pollution Liability must be afforded for: $100,000,000 Bodily Injury; and $1,000,000 Property Damage. 5.6.6 No Waiver of Sovereign Immunity: Nothing herein contained shall be deemed or construed as a waiver of sovereign immunity as provided by § 768.28, Florida Statutes, by any agency or political subdivision to which sovereign immunity may be applicable. AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THATTHIS COMPANY COMPLIES FULLY WITH THE REQU ENTS I ECTION. President ignature Title David Schoenfeld Print Name 11/19/19 Date [INTENTIONALLY BLANK] Hillsborough County Public Schools W Page 31 of 48 19221-MST-KI Athletic Field and Parking Lot - Maintenance and Repair HCPS CONTRACTED SERVICES VERIFICATION LOG (ATTACHMENT HCPS CONTRACTED SERVICES VERIFICATION LOG Date Print Company Name Arrival Time School/Site Pers Lunch Time WO# Print Personnel Name I School/Site Per Departure Time Site Name or # Personnel Signature JLA & ID Confirmed Service Performed - V Date Print Company Name Arrival Time School/Site Pers Lunch Time WO# Print Personnel Name I School/Site Per Departure Time Site Name or # Personnel Signature JLA & ID Confirmed Service Performed - V Date Print Company Name Arrival Time School/Site Pers Lunch Time WO# Print Personnel Name School/Site Per Departure Time Site Name or# Personnel Signature JLA & ID Confirmed Service Performed -V Hillsborough County Public Schools Page 32 of 48 19221-MST-KJ Athletic Field and Parking Lot - Maintenance and Repair EXHIBIT B PRICING SHEET (Attachment A) Pricing includes all required paperwork labor, equipment, tools, fuel, insurance, consumables Including but not limited to Items such as all chemicals, tape loll types), tarps, cleaners, rags etc. as necessary -for the proper completion of pressure cleaning as required In accordance with the bid document. HCPS shall not provide separate payment for -these Items. The cost for these items must be Included Iri rates Included below,. COST TE LAWSON PER # ti DESCRIPTION EST UOM UOM TOTAL COST WORK TO INCLUDE ALL LABOR AND MATERIALS ALL MATERIALS MUST BE NEW tandard Labor Rate 1 2716151 onday-Friday 6:00 AM to 6:00 PM 325 HR 25.00 Dvertime Labors Rate 2 2716153 Monday -Friday 6,00 PM to 6:00 AM Saturday/Sunday/Holidays 4 HR 37.50 AERIAL (BUCKET) TRUCK -CAPABLE OF REACHING UP TO 30 FT. (WITH OPERATOR) tandard Labor Rate 3 2856184 onday-Friday 5:00 AM to 6:00 PM 19 HR 55.00 ertlme Labors Rate 4 2856185 onday-Friday 6:00 PM to 6:00 AM Saturday/Sunday/Holidays 6 HR 82.50 AERIAL (BUCKET) TRUCK -CAPABLE OF REACHING UP TO SS FT. (WITH OPERATOR) tandard Labor Rate 5 2716152 Monday -Friday 6:00 AM to 6:00 PM 140 HR 65.00 rtime Labors Rate 6 2856186 onday-Friday 5:00 PM to 6.00 AM Saturday/Sunday/Holi days 4 HR 97.550 AERIAL (BUCKET) TRUCK -CAPABLE OF REACHING UP TO 120 FT. WITH OPERATOR) tandard Labor Rate 7 2823915 onday-Friday 5:00 AM to 6,00 PM 204 HR 125.00 ertime Labors Rate 8 2856187 Monday -Friday 6:00 PM to 6:00 AM Saturday/Sunday/Holidays 3 HR 187.50 MOBILIZATION CHARGE er site visit. Shall Include one employee for quotes at various 9 271fii46 ites. ndor agrees mobilization charge will not be paid If work Is 21 FLAT RATE 0.00 rformed based on quote given for specific Job.. If vendor does roet perform work quoted mobilization charge will be paid. The fallowing item will not be a factor for award, Note:. Cost Plus fees must be wkhout taxes Inckided. For example; a vendor cannot add taxes then take that total and apply the cost plus %markup. HCPS will. not pay hwoices wlth a cost lus % markup applied on taxes. lance of Line -Materials Invoice copies must be provided 30 2811107 ;howing the actual vendor cost of all materials purchased. Cost EA 1 0 % lus (15%) ten percent will be the maximum allowed. (Indicate arkup) ental Equipment Mark -lip li ased on vendor actual cast. EA 5 % cost plus five (5%) will be the maximum allowed Hillsborough County Public Schools Page 36 of 48 19221-MST-KJ Athletic Field and Parking Lot - Maintenance and Repair CONTRACT APPROVAL FORM TO: DARREN GRAY, CITY MANAGER THRU: FREDDY SUAREZ, PURCHASING DIRECTO �S FROM: JINELLE LUGO, PURCHASING COORDINATO SUBJECT: ATHLETIC FIELD AND PARKING LOT LIGHTING — MAINTENANCE AND REPAIR DATE: MAY 11, 2020 THE PURCHASING DIRECTOR RECOMMENDS THE FOLLOWING: 1. APPROVE: Agreement between the City of Clermont and Florida Lighting Maintenance, LLC to provide athletic field and parking lot lighting — maintenance and repair for the Clermont Arts and Recreation Center. The agreement shall take effect on the date of execution by both parties and shall remain in effect for one (1) year, unless renewed or terminated as provided by the Hillsborough County Public Schools contractual agreement. Upon mutual agreement, the agreement may be renewed for four (4) additional one (1) year terms. 2. Why is this action necessary: In accordance with the City of Clermont Purchasing Policy, the City Manager is authorized to approve contracts under $50,000 that do not require a budget amendment. 3. ADDITIONAL INFORMATION: At the request of the Parks and Recreation Department, the Purchasing Department sought a contract with Hillsborough County Public Schools for Athletic Field and Parking Lot Lighting — Maintenance and Repair, contract number 19221- MST-KJ. The estimated annual expenditures is than $10,000 and it is included in the Environmental Services Department budget. The Purchasing Department issued RFI 2002-009 to notify local vendors of the City's intent to utilize other governmental entities' contract. At the completion of the RFI the Purchasing Department received no interest. Hillsborough County Public Schools contract was fully competed, advertised, and complies with the City of Clermont Purchasing Policy. 4. FISCAL IMPACT: The fiscal impact of $10,000 is included in the current year approved budget. 5. EXHIBITS: Athletic Field and Parking Lot Lighting Agreement Hillsborough County Public Schools Bid Tabulation APPROVAL THORITY Approved Disapproved ❑ Reason/Suggestion (If disapproved) 1�� ai-[44 (y)&M s Ira )aoac, ign re 0 Title Date